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Hospital Stores Management An Integrated Approach
Shakti Kumar Gupta, Sunil Kant
ONE:
Materials Management—Basic Concepts
INTRODUCTION
WHAT IS MATERIAL?
MATERIALS MANAGEMENT
AIM OF MATERIALS MANAGEMENT
OBJECTIVES OF MATERIALS MANAGEMENT
PRIMARY OBJECTIVES
SECONDARY OBJECTIVES
IMPORTANCE OF MATERIALS MANAGEMENT
MATERIALS MANAGEMENT IN HEALTH CARE INSTITUTIONS
THE MATERIALS CYCLE
INTEGRATED MATERIALS MANAGEMENT
ADVANTAGES OF INTEGRATED MATERIALS MANAGEMENT
ELEMENTS OF MATERIALS MANAGEMENT SYSTEM
MYTHS AND REALITIES OF MATERIALS MANAGEMENT
TWO:
Stores Management
INTRODUCTION
FUNCTIONS OF HOSPITAL STORES
TYPE OF HOSPITAL STORES
PLANNING OF HOSPITAL STORES
INDENTING OF STORES
ANNUAL INDENTS
SUPPLEMENTARY INDENTS
EMERGENT INDENTS
INDENTING GROUPS
Duties of The Store-Keeper
Duties of Medical Officer-in-charge Stores
CONTROL OF STORES
Closed System
Open System
LOCATION OF STORES
LAYOUT DESIGN
DIFFERENT FORMS FOR LAYOUT DESIGN
Straight—Through Flow
Element Based
SPACE REQUIREMENT FOR HOSPITAL STORES
CONCLUSION
THREE:
Procurement Procedure
INTRODUCTION
PURCHASE CYCLE
TENDER PROCESS
INDENT STATUS
RULES REGARDING PURCHASE ORDER
DELIVERY
LIQUIDATED DAMAGES
PRICE TREND
Fall Clause
BILL SETTLEMENT
TYPE OF CONTRACTS
Rate Contract
Running Contract
INSPECTION OF ARTICLES
REGISTRATION OF FIRMS
PROCEDURE FOR REGISTRATION
TERMS OF REGISTRATION
PURCHASES OF THE STORES BY THE DGS&D
FORM OF INDENTS
DIRECT DEMANDING OFFICERS (DDOs)
FEES AND SERVICES RENDERED
PAYMENT PROCEDURE AGAINST DGS&D CONTRACTS
LOCAL PURCHASES
PAYMENT TERMS AGAINST CONTRACTS
STANDARDS OF FINANCIAL PROPRIETY
RULES AND INSTRUCTIONS GOVERNING THE PURCHASE OF STORES
GENERAL PRINCIPLES OF PROCUREMENT OF MEDICAL EQUIPMENTS IN THE DIRECTORATE GENERAL OF HEALTH SERVICES UNDER THE MINISTRY OF HEALTH AND FAMILY WELFARE, GOVERNMENT OF INDIA
CONCLUSION
FOUR:
Registration of Firms
INTRODUCTION
CRITERIA FOR REGISTRATION
REMOVAL OF FIRMS FROM REGISTRATION LIST
BLACK LISTING OF FIRMS
CONCLUSION
FIVE:
Tender System
INTRODUCTION
INVITATION TO TENDER
MODES OF PURCHASE
SINGLE TENDER
LIMITED TENDER
OPEN/ADVERTISED TENDER
REPEAT ORDER
GLOBAL TENDER ENQUIRY
PROCUREMENT THROUGH ABINITIO NEGOTIATION
LIMITED INTERNATIONAL BIDDING (LIB)
INTERNATIONAL COMPETITIVE BIDDING (ICB)
SHOPPING (National and International)
ANNUAL RATE CONTRACT ITEMS
STORES FOR WHICH RATE CONTRACTS SHOULD BE CONCLUDED
PAYMENT TERMS
PERFORMANCE CRITERIA TO BE SATISFIED BY THE RATE CONTRACT HOLDERS
RECEIPT, ACCEPTANCE AND OPENING OF TENDER
EVALUATION OF TENDERS
DECISION MAKING
CONTRACT AWARD
PLACEMENT OF SUPPLY ORDER
CONCLUSION
SIX:
Purchasing
INTRODUCTION
DEFINITION
OBJECTIVES OF PURCHASING
ELEMENTS OF GOOD PURCHASING SYSTEM
FUNDAMENTALS OF PURCHASING
EFFECTIVE MANAGEMENT AND SUPERVISION
PURCHASING SYSTEM
Centralised Purchasing
Decentralisation
ADVANTAGES OF CENTRALISATION
DISADVANTAGES OF CENTRALISATION
ADVANTAGES AND DISADVANTAGES OF DECENTRALISATION
GROUP PURCHASING
TYPES OF PURCHASING GROUPS
Independent Groups
System Based Groups
Alliance or Association Based Groups
ADVANTAGES OF GROUP PURCHASING
DISADVANTAGES
STRATEGIES FOR GROUP SUCCESS
PRINCIPLES OF PURCHASING
RIGHT QUANTITY
RIGHT QUALITY
RIGHT PRICE
RIGHT TIME
RIGHT SOURCE
CONCLUSION
SEVEN:
Purchase, Selection and Audit Committees
INTRODUCTION
WHAT MAKES COMMITTEES EFFECTIVE ?
WHY COMMITTEES FOR STORES FUNCTIONS ?
COMMITTEES IN HOSPITALS
ESSENTIALS OF COMMITTEE FORMULATION
COMMITTEES FOR STORES MANAGEMENT
COMPOSITION OF COMMITTEES
CONCLUSION
EIGHT:
Receipt and Inspection of Stores
INTRODUCTION
INSPECTION OF STORE
INSPECTION COMMITTEE
PRELIMINARY EXAMINATION OF GOODS ON RECEIPT
FINAL INSPECTION
CONSIGNEE's RIGHT OF REJECTION
CONCLUSION
NINE:
Inventory Control
INTRODUCTION
DEFINITION
WHAT IS INVENTORY ?
TYPES OF INVENTORY
INVENTORY CONTROL
OBJECTIVES OF INVENTORY CONTROL
PRINCIPLE OF INVENTORY CONTROL
IMPORTANT TERMINOLOGY USED IN INVENTORY CONTROL
LEAD TIME
BUFFER STOCK (SAFETY OR RESERVE STOCK)
REORDER LEVEL
OPTIMUM SAFETY STOCK
ECONOMIC ORDER QUANTITY OR EOQ
ADVANTAGES
DISADVANTAGES
INVENTORY CONTROL COSTS
TOTAL ANNUAL INVENTORY COST
INVENTORY ANALYSIS
OVERALL ANALYSIS
CATEGORY ANALYSIS
INDIVIDUAL ITEM ANALYSIS
ABC ANALYSIS
VED ANALYSIS
‘V’ ITEMS
‘E’ ITEMS
‘D’ ITEMS
UTILISATION OF ABC AND VED ANALYSIS
OTHER INVENTORY ANALYSIS
MULTI UNIT SELECTIVE INVENTORY CONTROL—THREE DIMENSIONAL APPROACH (MUSIC-3D)
ORDERING SYSTEMS
CYCLIC ORDERING SYSTEM
FIXED ORDER QUANTITY SYSTEM
Two Bin System
CONCLUSION
TEN:
Stockless Purchasing
INTRODUCTION
APPLICABILITY
PROCESS
ADVANTAGES
DISADVANTAGES
CONCLUSION
ELEVEN:
Stock Verification
INTRODUCTION
DEFINITION
NEED FOR STOCK VERIFICATION
CAUSES OF DISCREPANCIES
TECHNIQUES OF VERIFICATION
FOLLOW UP ACTION
CONCLUSION
TWELVE:
Distribution
INTRODUCTION
FACTORS AFFECTING DISTRIBUTION
TYPES OF DISTRIBUTION
REQUISITION SYSTEM/FETCH AND CARRY SYSTEM
PAR-LEVEL TRANSFER/TOPPING UP SYSTEM
TOTAL SUPPLY CART EXCHANGE SYSTEM
CONCLUSION
THIRTEEN:
Standardisation
INTRODUCTION
DEFINITION
STANDARDISATION AND SPECIFICATION
ADVANTAGES OF STANDARDISATION
CONCLUSION
FOURTEEN:
Codification
INTRODUCTION
PHARMACEUTICAL PRODUCT CODIFICATION
CODIFICATION PROCESS
CODING SYSTEM
KODAK SYSTEM
BRISCH SYSTEM
BAR CODING
ADVANTAGES OF CODIFICATION
CONCLUSION
FIFTEEN:
Condemnation and Disposal
INTRODUCTION
Obsolescent
Obsolete
Surplus
Scrap
PREVENTIVE MEASURES
CRITERIA FOR CONDEMNATION
PROCEDURE FOR CONDEMNATION
Condemnation Committee
DISPOSAL
CONCLUSION
SIXTEEN:
Stock-Outs of Hospital Stores
INTRODUCTION
REASONS FOR STOCK OUTS
REMEDIAL ACTIONS TO PREVENT DRUG STOCK-OUTS
CONCLUSION
SEVENTEEN:
Preservation of Stores
INTRODUCTION
WHAT IS DETERIORATION ?
FACTORS RESPONSIBLE FOR DETERIORATION
AGENTS OF DETERIORATION
GENERAL PRECAUTIONS TO AVOID DETERIORATION
STORAGE AND PRESERVATION OF ACIDS
CHEMICALS
SCIENTIFIC EQUIPMENT
MEDICAL AND DENTAL INSTRUMENTS
ASEPTIC FURNITURE AND OTHER FURNITURE ITEMS
Aseptic Furniture
General Furniture Items
CARE AND MAINTENANCE OF X-RAY, PHYSIO-THERAPY AND ELECTRO-MEDICAL EQUIPMENT
CARE, STORAGE OF DRUGS, INJECTIONS, VACCINES AND SERA
Pharmaceutical Products
Pharmaceutical Products to be Kept in Cold Storage Tempeature below 16 degrees C (60 degrees F)
Pharmaceutical Products Requiring Cool and Dark Storage (Temperature between 16 to 26 degrees centrigrade)
MEDICAL GASES CYLINDERS
DETERIORATION OF RUBBER
SIGNS OF DETERIORATION
FACTORS RESPONSIBLE FOR DETERIORATION
STORAGE AND PRESERVATION OF RUBBER GOODS
CONCLUSION
EIGHTEEN:
Pilferage
INTRODUCTION
DEFINITION
PREVENTIVE MEASURES
CONCLUSION
NINETEEN:
Stores Documentation
INTRODUCTION
MACHINE-KEPT RECORDS
Merits of Machine-Kept Records
DOCUMENTS USED FOR STORES RECORDING
INVOICE
BIN CARD
STOCK CARD
MATERIALS RECEIPT BOOK
STORES LEDGER
STORES DAY BOOK
THE KARDEX SYSTEM
SIZE OF FORMS
CONCLUSION
TWENTY:
Role of Computers in Hospital Stores Management
INTRODUCTION
GOALS OF AUTOMATION IN HOSPITAL STORES
WHAT TO COMPUTERISE IN STORES MANAGEMENT ?
INPUTS
INFORMATION OUTPUTS
PHARMACY MODULE
ON LINE ACTIVITIES
OFF LINE RECORDS
SELECTING THE RIGHT SYSTEM
HARDWARE CONFIGURATION
PROCESSOR
RAM(RANDOM ACCESS MEMORY)
HARD DISK
DISPLAY
KEYBOARD
PRINTERS
DOT-MATRIX PRINTERS
INKJET PRINTERS
LASER PRINTERS
SOFTWARE
MATERIALS MANAGEMENT INFORMATION SYSTEM AND COMPUTERS
Integrated Management Information System (MIS)
COMPUTER SYSTEM FOR MIS AND MATERIALS MANAGEMENT
MODERN TRENDS
LAN (Local Area Network)
WAN (Wide Area Network)
ELECTRONIC DATA INTERCHANGE(EDI)
AUTOMATED MEDICAL STORE
WAND READER (BAR CODE READER)
CONCLUSION
TWENTY ONE:
Strategies for Hospital Equipment Planning and Selection
INTRODUCTION
PROCUREMENT
ESSENTIALS FOR EQUIPMENT SELECTION
CONCLUSION
TWENTY TWO:
Hospital Equipment Utilisation
INTRODUCTION
IMPORTANT FACTORS AFFECTING UTILISATION OF EQUIPMENT
CONCLUSION
TWENTY THREE:
Hospital Equipment Repair and Maintenance
INTRODUCTION
DEFINITION
OBJECTIVES
LEVELS OF MAINTENANCE
TYPES
PREVENTIVE MAINTENANCE
ADVANTAGES
Scheduled Maintenance
BREAKDOWN MAINTENANCE
MAINTENANCE SERVICES
Master Maintenance Plan
CONCLUSION
TWENTY FOUR:
Equipment Audit
INTRODUCTION
DEFINITION
Under Utilisation of Equipment
Advantages of Equipment Audit
COMMITTEE FOR EQUIPMENT AUDIT
CONCLUSION
TWENTY FIVE:
Productivity and Hospital Stores Management
INTRODUCTION
INTER-RELATIONSHIP OF PROFITABILITY AND PRODUCTIVITY
PRODUCTIVITY IN RELATION TO MATERIALS MANAGEMENT
PRODUCTIVITY V/S UTILISATION V/S PERFORMANCE
MEASURING PRODUCTIVITY
NEED FOR EVALUATION OF MATERIALS MANAGEMENT
AREAS FOR EVALUATION
RECEIVING
STORAGE
REPLENISHMENT
ISSUES
CHECKING
DESPATCH
CLERICAL/ADMINISTRATION
INVENTORY CONTROL
CONCLUSION
TWENTY SIX:
Arbitration
INTRODUCTION
ADVANTAGES OF ARBITRATION
THE ARBITRATION AND CONCILIATION ACT, 1996
COMPOSITION OF ARBITRAL TRIBUNAL
Appointment of Arbitrators
ARBITRATION COUNCIL
ARBITRATION PROCESS
TWENTY SEVEN:
Legal and Ethical Aspects in Materials Management
INTRODUCTION
LAW OF AGENCY
Definition of Agent
Rules of Agency
Essentials of Relationship of Agency
LAW OF CONTRACT
DEFINITION OF A CONTRACT
ESSENTIAL ELEMENTS OF A VALID CONTRACT
CONTRACT OF SALE
CONDITION AND WARRANTY
DISTINCTION BETWEEN GUARANTEE AND WARRANTY
ACCEPTANCE OF GOODS
DELIVERY
DAMAGES
ARBITRATION
ETHICS
CONCLUSION
TWENTY EIGHT:
Import Export Policy
OBJECTIVES
STANDARD INPUT-OUTPUT AND VALUE ADDITION NORMS
GENERAL PROVISIONS ABOUT EXPORTS AND IMPORTS
EXPORTS AND IMPORTS FREE UNLESS REGULATED
CONCLUSION
TWENTY NINE:
Letter of Credit
INTRODUCTION
DEFINITION
OPENING OF LETTER OF CREDIT
TYPES OF LETTER OF CREDIT
Revocable Letter of Credit
Irrevocable Letter of Credit
Confirmed Letter of Credit
Unconfirmed Letter of Credit
With Recourse Letter of Credit
Without Recourse Letter of Credit
Transferable Letter of Credit
Deferred Letter of Credit or Terms Letter of Credit
Advantages of Credit to Exporter
Advantages of Credit to an Importer
Amount
Deferred Payment
Undesirable Terms
On or About
Do not Stipulate an Arrival Date
Quantities and Prices
PRECAUTIONS AT THE TIME OF OPENING OF A LETTER OF CREDIT
BANK CHARGES RELATING TO LETTER OF CREDIT
RETIREMENT OF DOCUMENTS
SCRUTINY OF DOCUMENTS
SCRUTINY OF DRAFT/BILLS OF EXCHANGE
SCRUTINY OF INVOICE
INSURANCE
CERTIFICATE OF ANALYSIS\WEIGHMENT
CERTIFICATE OF ORIGIN
OTHER DOCUMENTS
DELIVERY OF DOCUMENTS
L.Cs. : DISPUTES
CONCLUSION
THIRTY:
Import of Goods/Equipment—General Considerations
GOVERNMENT ORGANISATIONAL SET UP
LICENSING AUTHORITY
ENQUIRY FOR IMPORTS
IMPORT PRICING
EX-FACTORY
FREE ON RAIL (F.O.R.)
FREE ON BOARD (F.O.B.)
COST AND FREIGHT (C.&.F.)
COST, INSURANCE, FREIGHT (C.I.F.)
COST, INSURANCE, FREIGHT, COMMISSION (C.I.F.C)
TERMS OF PAYMENT
ADVANCE PAYMENT BASIS
LETTER OF CREDIT BASIS
CASH AGAINST DOCUMENT BASIS (CAD BASIS)
CREDIT BASIS
IMPORT INSURANCE
WHO SHOULD INSURE ?
FORWARD EXCHANGE RATES
RETIREMENT OF IMPORT DOCUMENTS
MAKING PAYMENT
LETTER OF CREDIT
COLLECTION BASIS
CREDIT BASIS
DEMURRAGE
KEEPING GOODS IN BONDED WAREHOUSE
CONCLUSION
THIRTY ONE:
Import Documentation and Customs Clearance
INTRODUCTION
IMPORT APPLICATION FORM
IMPORT APPLICATION FEE
ENQUIRY SLIP
IMPORT ENQUIRY
PROFORMA INVOICE
INVOICE
PACKING LIST
CERTIFICATE OF ORIGIN
BILL OF LADING AND WAY BILL
BILL OF ENTRY
RETIREMENT OF DOCUMENTS
REMITTANCE OF MONEY
CUSTOMS CLEARANCE FOR IMPORTED GOODS
Customs Duty Exemption
CLEARING AGENT
PREPARATION OF DOCUMENTS
CUSTOMS CLEARANCE DOCUMENTS
BILL OF ENTRY
SCRUTINY OF DOCUMENTS
TRANSPORTATION
SENDING DOCUMENTS OF IMPORTER
CONCLUSION
THIRTY TWO:
Imported Medical Equipment—Procurement Considerations
INTRODUCTION
PRESENT STATUS
PROBLEMS OF IMPORTED BIOMEDICAL EQUIPMENT
MODE OF PURCHASE
CONCLUSION
THIRTY THREE:
Continuous Quality Improvement in Stores Management
INTRODUCTION
What is Quality ?
Quality Control
Quality Assurance(QA)
Total Quality Management (TQM)
Plan what to do
Do it
Check it
Act on results
INDICATORS
Definition
TYPES OF INDICATORS
IMPLEMENTATION
Difference Between Traditional Quality Assurance (QA) and CQI
Relationship of Cost to Quality
Continuous Quality Improvement (CQI)
WHY CQI IN STORES MANAGEMENT ?
INTEGRATED APPROACH
STANDARDISATION
VARIETY REDUCTION
QUALITY IN PROCUREMENT
VALUE ANALYSIS
INVENTORY CONTROL
PROCUREMENT OF EQUIPMENT
BENCH MARKING
RE-ENGINEERING
COST CONTAINMENT
CONCLUSION
THIRTY FOUR:
Recent Trends in Hospital Stores Management
INTRODUCTION
AUTOMATION
Automated Store
ADVANTAGES OF AN AUTOMATED STORE
FUNCTIONS
LAN (Local Area Network)
WAN (Wide Area Network)
INFORMATION TECHNOLOGY BILL-1999
INTERNET TENDERING
PALLETISATION
STOCKLESS PURCHASING
ELECTRONIC DATA INTERCHANGE(EDI)
CANALIZATION
MUSIC-3D (Multi Unit Selective Inventory Control—Three Dimensional Approach)
UCP–500
SYSTEMS APPROACH TO MATERIALS MANAGEMENT
TOTAL QUALITY MANAGEMENT IN MATERIALS FUNCTION
LEASE VERSUS PURCHASE DECISION
CONCLUSION
Annexure-I (Refers Page 19)
Abbreviations Used
Glossary
Bibliography
INDEX
TOC
Index
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